HomeMy WebLinkAboutAgenda Packets - 2011/02/28CITY OF MOUNDS VIEW
CITY COUNCIL MEETING AGENDA
MOUNDS VIEW CITY HALL
Monday, February 28, 2011
7:00 p.m.
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL: Flaherty, Stigney, Hull, Mueller, Gunn
4. APPROVAL OF AGENDA
5. PUBLIC INPUT:
Citizens may speak to issues not on tonight’s agenda. Before speaking, please give
your full name and address for the minutes. Also, please limit your comments to three
minutes.
6. SPECIAL ORDER OF BUSINESS
7. COUNCIL BUSINES
A. Resolution 7733, Approving Revisions to Section 1.27 of the Personnel
Manual about “Sexual Harassment Prevention”
B. Introduction and First Reading of Ordinance 857, An Ordinance adding
Chapter 1013 to the City Code (Vacant Building Registration)
C. Resolution 7745, Approving a Contract with Dick Gripentrog General
Contracting for Interior Painting Improvements at the Community Center
D. Resolution 7746, Approving the Purchase of a Used 80-kW Onan
Emergency Generator for City Hall
E. Resolution 7747, Approving Plans & Specifications and Authorizing
Advertisement for Bids for the 2011 Street and Utility Improvement Project
- Area D
F. Resolution 7750 Approving the Hire of Nathan Garland to the Position of
Police Officer
8. CONSENT AGENDA
A. Resolution 7748, Approving Parking Restrictions on Jackson Drive
Between County Road H2 and County Road I
B. Resolution 7749, Approving the Purchase of Supplies for Grouped
Mailboxes for the 2011 Street and Utility Improvement Project - Area D
9. JUST AND CORRECT CLAIMS
Mounds View City Council Agenda
Monday, February 28, 2011
Page 2
10. APPROVAL OF MINUTES – None
11. REPORTS
A. Reports of Mayor and Council
B. Reports of Staff
C. Reports of City Attorney
12. Next Council Work Session: March 7, 2011
Next Council Meeting: March 14, 2011
13. ADJOURNMENT
Item No: 7A
Meeting Date: Feb 28, 2011
Type of Business: Council Business
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: James Ericson, City Administrator
Item Title/Subject: Consideration of Resolution 7733, a Resolution Revising Section
1.27 of the Mounds View Personnel Manual Relating “Sexual
Harassment Prevention”
Introduction:
The City Council Directed staff to review the City’s Personnel Manual and to bring forth
updates and revisions as may be necessary to ensure the policies are appropriate,
consistent with applicable laws and representative of the Council’s goals and policies.
Discussion:
Recognizing some deficiencies in the existing language, Staff requested the City Attorney
review Section 1.27 of the Personnel Manual relating to Offensive Behavior and Sexual
Harassment and propose a revision. Kennedy & Graven prepared a revision which was
reviewed by the City Council at their work session on January 3, 2011 and again on February
7, 2011. The City Council expressed support of the proposed revision and directed staff to
prepare a resolution to formally adopt the new language.
Recommendation:
Staff recommends that the City Council approve Resolution 7733, a resolution authorizing a
revision to Section 1.27 of the Personnel Manual regarding sexual Harassment Prevention.
The new policy will replace the previous language in its entirety.
Respectfully submitted,
________________________
James Ericson
City Administrator
RESOLUTION 7733
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
RESOLUTION REVISING SECTION 1.27 OF THE CITY OF MOUNDS VIEW
PERSONNEL MANUAL RELATING TO THE PREVENTION OF SEXUAL HARASSMENT
WHEREAS, the City Council acknowledges the necessity of ensuring that the policies
within the City’s Personnel Manual are appropriate, consistent with applicable law and
reflective of the City’s goals and priorities; and,
WHEREAS, noting deficiencies in Section 1.27 of the Personnel Manual relating to
“Offensive Behavior and Sexual Harassment”, City Staff requested the City Attorney to
review Section 1.27 and propose updated language for City Council consideration; and
WHEREAS, the City Council reviewed the City Attorney’s replacement policy
language at its worksession on January 3, 2011, and recommended a resolution be prepared
to adopt the new language.
NOW, THEREFORE BE IT RESOLVED, that the Mounds View City Council approves
the replacement of the existing language in Section 1.27 relating to “Offensive Behavior and
Sexual Harassment” with new language entitled “Sexual Harassment Prevention” as noted in
the attached Exhibit A.
Adopted this 28th day of February, 2011.
____________________________________
Joe Flaherty, Mayor
ATTEST:
____________________________________
James Ericson, City Administrator
(seal)
Exhibit A.
Personnel Manual Section 1.27: SEXUAL HARASSMENT PREVENTION
Policy Statement
The City of Mounds View is committed to creating and maintaining a work place free of
harassment and discrimination. Such harassment is a violation of Title VII of the Civil Rights
Act of 1964 and the Minnesota Human Rights Act. In keeping with this commitment, the City
maintains a strict policy prohibiting unlawful harassment, including sexual harassment. This
policy prohibits harassment in any form, including verbal and physical harassment.
This policy statement is intended to make all employees sensitive to the matter of sexual
harassment, to express the City’s strong disapproval of unlawful sexual harassment, to
advise employees against this behavior and to inform them of their rights and obligations.
The most effective way to address any sexual harassment issue is to bring it to the attention
of management. The City will not tolerate the sexual harassment of any of its employees,
and will take immediate, positive steps to stop it when it occurs. Conduct found to be in
violation of this policy may subject the perpetrator to discipline including possible
termination.
This policy applies to all of the City’s employees, including elected officials, members of
boards and commissions, consultants rendering professional services to the City and
volunteer personnel. This policy supersedes any other policy or practice concerning sexual
harassment/inappropriate conduct previously established by the City.
Definitions
“Sexual harassment/inappropriate conduct” includes unwelcome sexual advances, requests
for sexual favors, sexually motivated physical contact or other verbal, or physical conduct or
communication of a sexual nature when:
• Submission to the undesirable conduct or communication is made a term or condition,
either explicitly or implicitly, of an individual’s employment;
• Submission to or rejection of such conduct or communication by an individual is used
as a factor in decisions affecting that individual’s employment;
• Such conduct or communication has the purpose or effect of unreasonably interfering
with an individual’s employment or creates an intimidating, hostile or offensive
working environment and the City knows or should know of the existence of the
harassment and fails to take timely and appropriate action; or
“Sexual Harassment/inappropriate conduct” may come in various forms including, but not
limited to:
Page A-1
• Physical - unwelcome sexually motivated patting, pinching, cornering, hugging,
kissing.
• Verbal - sex-oriented teasing and use of offensive or demeaning terms which have
sexual connotations.
• Visual - suggestive cartoons, calendars, posters or jokes displayed or circulated in the
workplace.
• Sexual favors - subtle or explicit demands or pressure for sexual favors or sexual
activity.
• Nonsexual conduct that is demanding, degrading or harassing directed towards
someone that would not have occurred but for the individual’s gender.
Expectations
The City of Mounds View recognizes the need to educate its employees on the subject of
sexual harassment and stands committed to providing information and training. All
employees are expected to treat each other and the general public with respect and to assist
in fostering an environment that is free from unwanted harassment. Violations of this policy
may result in discipline, including possible termination. Each situation will be evaluated on a
case-by-case basis.
If any employee has knowledge of sexual harassment/inappropriate conduct or believes they
are being harassed by a City employee (i.e., co-worker, Supervisor, subordinate) or by
someone who is not a City employee but with whom the employee has contact because of
work duties, the employee should make this known to the employee’s Supervisor
immediately. If the employee feels that the matter cannot be discussed with the immediate
Supervisor, the employee should arrange a conference with the Department Head, Human
Resource Representative, City Administrator or City Attorney.
In addition to notifying one of the above persons and stating the nature of the harassment,
the employee is also encouraged to take the following steps:
1. Make it clear to the harasser that the conduct is unwelcome and document that
conversation;
2. Document the occurrences of harassment;
3. Submit the documented complaints to your supervisor, City Administrator, Mayor or
any member of the City Council. Employees are strongly encouraged to put the
complaint in writing.
4. Document any further harassment or reprisals that occur after the initial complaint is
made.
The City urges that conduct which is viewed as offensive be reported immediately to allow
for corrective action to be taken through education and immediate counseling, if appropriate.
Page A-2
Each Department Head and Supervisor is responsible for:
• The implementation of this policy within their area;
• Assuring that all employees are informed of this policy by issuing a statement that will
make it clear to all employees that sexual harassment/inappropriate conduct is
considered a form of employee misconduct and discipline will be enforced against any
employee engaging in such conduct and against any Supervisor, or Department Head
who knowingly allows such behavior to continue;
• Taking steps to encourage individuals who believe that they have been the recipient
of sexual harassment/inappropriate conduct to report such incidents to their
Supervisor, Department Head, Human Resource Representative, Clerk-Administrator
or City Attorney;
• Cooperating fully with any ongoing investigation regarding any incident of sexual
harassment/inappropriate conduct; and
• Monitoring the work place to ensure no sexually suggestive material is displayed.
The employee’s Supervisor, or the person to whom the employee spoke with, should notify
the City Administrator as soon as is practicable after receiving notice of the concerns. The
matter will be investigated in a thorough and timely manner by the City Administrator or
his/her designee and appropriate action will be taken. All investigations will be conducted in
compliance with applicable state law, union contracts, and this policy. To accomplish this
task, the cooperation of all employees is required. Any employee who makes a false
complaint or provides false information during an investigation may be subject to disciplinary
action, up to and including termination.
The City will take action to correct any and all reported harassment to the extent evidence is
available to verify the alleged harassment and any related retaliation. Strict confidentiality is
not possible in all cases of sexual harassment as the accused has the right to answer
charges made against them; particularly if discipline is a possible outcome. Reasonable
efforts will be made to respect the confidentiality of the individuals involved, to the extent
possible.
Retaliation
The City of Mounds View will not tolerate retaliation or intimidation directed towards anyone
who makes a complaint. Retaliation includes, but is not limited to, any form of intimidation,
reprisal or harassment. Any individual who retaliates against a person who testifies, assists,
or participates in an investigation may be subject to disciplinary action up to and including
termination.
Page A-3
Item No: 7C
Meeting Date: February 28, 2011
Type of Business: CB
Administrator Review : ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Tracy Juell, Administrative Assistant
Item Title/Subject: Resolution 7745, Approving a Contract with Dick Gripentrog
General Contracting for Interior Painting Improvements at
the Community Center
Introduction:
On October 25, 2010, City Council approved Resolution 7686 authorizing interior
improvements for the Community Center. These items included re-upholstery of the
existing furniture, replacement of wooden chairs and (2) accent tables in the commons
area along with the purchasing of brochure racks, (2) flat screen televisions, (2)
entrance floor mats with the City’s logo. The City has received positive feedback from
the patrons, staff, and the YMCA Advisory Committee regarding the improvements.
The Community Center was built in 1997 and the paint is looking worn out, dirty, and
outdated. The interior wall, ceiling, and suspended grid color scheme are original to the
building and a “face lift” would be beneficial.
Discussion:
Staff has spent many hours at the Community Center during this current phase of
improvements and has observed that color scheme in the building is more indicative of
a 1990’s indoor playground than a building that supports events and meetings. The
event center continues to be the draw for the Mounds View Community Center. In order
to market the building for such events as wedding receptions, meetings, seminars, and
leasing of the space, Staff, in support of the YMCA Advisory Committee, is proposing
that the interior wall and ceiling colors be repainted to a more subtle non-trendy colors
and tones.
Staff has identified certain repairs and amenities to accompany the proposed interior
painting; all are as follows:
• Clean/Paint ceilings and bar joists, including repair of various ductwork wrap
along with the “lifting” of ductwork that has fallen through the years.
• Remove/Paint/Reinstall multi-colored drop-in panels (grid work) in suspended
ceiling areas.
• Patch/Paint walls and trim in all of the commons area, conference rooms 1 and 2
and the (2) restrooms located outside of the front counter.
• Patch/Paint YMCA office areas behind the front counter and install track lighting
at the front counter to replace ineffective lighting currently installed.
• Remove the first section of cinder block wall in the commons and patch existing
tile. The second section of the wall (beyond the Event Center hallway) is
proposed to be lowered to bench height and a wooden seat board installed.
• Varnish brick front entry to enhance color of the brick, which will also allow any
graffiti to be removed more easily.
• Change color of vinyl base where necessary to complete color scheme.
• Paint and install a metal coat rack/shelve on both sides of the oval shaped wall.
Staff Report Continued
Resolution 7745
Item 7C
In addition to the previous items, Staff identified (2) additional options and they are as
follows:
Option 1: Patch/Paint/Trim (3) long hallways and add a new chair rail to match existing.
Option 2: Paint the metal tables’ bases and chairs/bench frames to complete the new
color scheme.
Staff has obtained (2) quotes from contractors for the proposed work.
Contractor Painting Option 1 Option 2
Dick Gripentrog General
Contracting
$21,905.00 $1,680.00 $905.00
MBB Inc. $45,350.00 $8,550.00 $1,650.00
NOTE: Should the Council approve the improvements the Community Center will be
closed from March 27 through April 2, 2011 to allow the contractor to complete the
tasks. (Staff conferred with the YMCA to determine the optimum date to close the
building.)
Please see attached map for the floor plan of the Community Center.
Recommendation:
Dick Gripentrog General Contracting is the low quote on the base bid and all options.
The 2011 budget includes $7,000 (252-4732-5110) for interior improvements and
$25,000 (280-4180-7030) for furniture. The last phase of the re-upholstery is currently
in motion and the invoice for this will be approximately $6,000 with $19,000 remaining.
Should Council approve these improvements, $19,000 in Special Projects would need
to be re-programmed to be used for interior painting. A 5% contingency is
recommended to be included in the event that other miscellaneous or unknowns are
discovered.
The quote for all of the options is $24,490 and the 5% contingency is rounded to
$1,225. The total cost for these improvements would be $25,715 to be funded from
account numbers 252-4732-5110 and 280-4180-7030.
Respectfully submitted,
Tracy Juell, Administrative Assistant
RESOLUTION NO. 7745
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
APPROVING A CONTRACT WITH DICK GRIPENTROG GENERAL CONTRACTING
FOR INTERIOR PAINTING IMPROVEMENTS AT THE COMMUNITY CENTER
WHEREAS, the Mounds View Community Center was built in 2 phases during
1997 through 1998 has had very minimal improvements or changes to the interior; and
WHEREAS, the City Council approved reupholstering existing “soft” furniture in
the Community Center commons on October 25, 2010 (Res. 7686); and
WHEREAS, the painting color scheme in the Community Center is outdated and
worn, requiring a new paint coating and providing an opportunity to bring a more modern,
neutral color scheme to better promote the various spaces to rent; and
WHEREAS, the following items have been identified and recommended as
needed improvements by City Staff and the YMCA Advisory Committee:
• Clean/Paint ceilings and bar joists, including repair of various ductwork wrap
along with the “lifting” of ductwork that has fallen through the years.
• Remove/Paint/Reinstall multi-colored drop-in panels (grid work) in suspended
ceiling areas.
• Patch/Paint walls and trim in all of the commons area, conference rooms 1 and 2
and the (2) restrooms located outside of the front counter.
• Patch/Paint YMCA office areas behind the front counter and install track lighting
at the front counter to replace ineffective lighting currently installed.
• Remove the first section of cinder block wall in the commons and patch existing
tile. The second section of the wall (beyond the Event Center hallway) is
proposed to be lowered to bench height and a wooden seat board installed.
• Varnish brick front entry to enhance color of the brick, which will also allow any
graffiti to be removed more easily.
• Change color of vinyl base where necessary to complete color scheme.
• Paint and install a metal coat rack/shelve on both sides of the oval shaped wall.
WHEREAS, Staff also identified (2) additional options:
• Option 1: Patch/Paint/Trim (3) long hallways including adding a new chair rail to
match existing.
• Option 2: Painting the metal bases on the existing tables and frames on the
chairs/bench seating to complete the new color scheme; and
WHEREAS, Staff has obtained (2) quotes from Contractors with the low quote
coming from Dick Gripentrog General Contracting in the total amount of $24,490 for all
base items above and options 1 and 2; and
WHEREAS, the adopted 2011 budget includes $7,000 for interior improvements
under YMCA (252-4180-5110) and another $25,000 for furniture improvements at the
Mounds View Community Center under Special Projects (280-4180-7030); and
WHEREAS, furniture reupholstering costs in the 2011 budget are estimated to
be approximately $6,000, leaving a remaining balance of $19,000 under 280-4180-
7030 to be re-programmed to 280-4180-7050 for funding interior painting improvements
for a total 2011 budget amount of $26,000; and
WHEREAS, Staff is recommending a 5% contingency ($1,225) to be added to
the low quote amount of $24,490 for various miscellaneous or unknowns items that
may arise during improvements for a total budget amount not to exceed $25,715.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds
View, Ramsey County, Minnesota as follows:
1. The quote proposal submitted by Dick Gripentrog General Contracting to perform
interior painting improvements at the Community Center is hereby accepted by the
City. Compensation will be on a lump sum basis of $24,490 for base improvements
and all options indicated above for a total amount not to exceed $25,715.
2. Upon satisfactory review of the City Attorney, the Mayor and City Administrator are
hereby authorized and directed, for and on behalf of the City, to enter into
agreement with Dick Gripentrog General Contracting for said services at said price.
3. Funding for painting improvements will be paid from YMCA (252-4180-5110) for
$7,000 and $19,000 will be reprogrammed from 280-4180-7030 to 280-4180-7050.
Adopted this 28th day of February, 2011
________________________________
Joe Flaherty, Mayor
ATTEST:
_________________________________
James Ericson, City Administrator
(SEAL)
Item No: 7D
Meeting Date: February 28, 2011
Type of Business: Council Business
Administrator Review: ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Don Peterson, Public Works Supervisor
Item Title/Subject: Resolution 7747, Approving the Purchase of a Used 80-kW Onan
Emergency Generator for City Hall
Background:
The City Hall Building is designated as the EOC (Emergency Operating Center) in the
Emergency Operation Plan for the City of Mounds View. As staff continues preparing the
building for this designation, one of the items looked at was an alternate power supply for
keeping the building open in critical or emergency operations during power outages. Last year
the City Hall building had electrical work done by installing a transfer switch for hooking up a
portable generator as an alternate power supply for this purpose. The long-term goal is to
purchase a stationary emergency generator to be dedicated for City Hall, which is reflected in
the Capital Improvement Program and 2011 adopted budget.
Public Works staff recently found a used 2001 80-kW Onan emergency generator at SASP, the
Government Surplus Facility in Arden Hills. The Onan brand was manufactured at the
Cummings Power facility on County Road H2 in nearby Fridley. This unit was only owned and
used by the US Air Force at an air force base in Mountain Home, Idaho. The hours on the unit
are low, and according to Cummings NPower, these hours correspond to monthly exercise test
hours. Staff made the City Council aware of this find at a January meeting and Council
recommended pursuing further evaluation.
Public Works Staff evaluated the compatibility of the generator being used at City Hall. After
consulting with Bonestroo, it was determined that the size (80-kW), voltage, and connections
were compatible for use at City Hall. Further direction was given to have the generator run and
tested to see what condition it was in. SASP allowed the City to bring the unit to the Public
Works Facility for further evaluation, and Cummins NPower was went through the unit and
tested by placing a electric load on the power plant while the generator is running. After
thorough examination, replacement of a missing part, and successfully passing the tests,
Cummins NPower determined that the unit was in very good shape, ran great, and
recommended that the City purchase the unit.
Discussion:
The generator is priced by SASP at $5,000 - this is a great price since the engine is estimated
to be worth this amount alone (the other major components on the unit are power generation
and controllers). There are some additional items that need to be added to the unit. These
items include a new protective weather enclosure, silencer kit with tubes and rain cap, a new
140-gallon double wall subbase tank, assembly of all the components at a cost of $9,750 plus
tax. These items would be purchased from Magnus Incorporated out of Milaca, MN. The total
cost for the unit, enclosure, fuel tank, and assembly is $14,750 plus tax. Parts and
evaluation/commissioning costs to date are $1,493.20 for an estimated “fully-functional”
generator unit cost of $16,243.20 plus tax. This compares favorably to the $65,000 budgeted
for in the 2011 budget.
Don Peterson
Generator Report
Feb 28, 2011
Page 2
In addition, some site work will be required for installation and includes a 10-foot by 20-foot
concrete slab and three-sided fence with gate. The concrete slab will be placed adjacent to the
building in the Police parking lot and the fence is recommended to be installed around the unit
for public safety and protection. Although removals and preparation of the concrete slab will be
performed in-house, the cost for the concrete slab and fencing has not been solicited yet and
costs are unknown but are not expected to exceed roughly $8,000. Staff is requesting Council
approval to proceed with the generator purchase (with components) and site work (concrete
slab and fencing) for a total project budget cost not to exceed $25,000. Staff will solicit
competitive quotes on the slab and fencing construction.
The adopted 2011 Budget includes $65,000 under Special Projects (280-4180-7030) for the
alternate power supply at City Hall. The estimated costs savings between the proposed costs
and budget costs is $40,000 or more.
Recommendation
Staff recommends that the City Council consider adopting Resolution 7746 that will allow Staff
to move ahead with the purchase of the used 2001 80-kw Onan emergency generator from
SASP for $5,000.00, with the additions of the protective weather enclose, silencer kit, 140-
gallon fuel tank from Magnus Inc. at a cost of $9,750 plus tax, and construction of a concrete
slab and fencing for a total estimated costs not to exceed $25,000.
Respectfully submitted,
Don Peterson - Public Works Supervisor
Attachments:
Resolution 7747
RESOLUTION 7746
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
APPROVING THE PURCHASE OF USED 80-KW ONAN EMERGENCY
GENERATOR FOR CITY HALL
WHEREAS, the City Hall designated as the EOC (Emergency Operation Center)
during times of natural disasters or other City emergencies as designated in the
Emergency Operations Plan., and;
WHEREAS, the City Hall building does not have a dedicated, permanent
emergency power supply during periods of long term power outage that may occur
during natural disasters or other emergencies; and
WHEREAS, the City Council has planned for and budgeted for emergency power
supply at the City Hall building in the 2011 adopted Budget; and
WHEREAS, the Public Works Staff found a slightly used 2001 80-kW Onan
emergency generator at SASP and provided the appropriate evaluations and testing to
ensure that the unit is compatible with City Hall and in all likelihood will serve it’s
intended function for a long time; and
WHEREAS, additional costs associated with generator components,
commissioning, and site work are needed to provide a fully functioning emergency
power supply.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Mounds View, Ramsey County, Minnesota as follows:
1. The purchase of a used 2001 80-KW emergency generator from SASP
Government Surplus of Arden Hills, Minnesota for $5,000 is hereby approved.
2. The purchase of a protective weather enclosure, silencer kit, 140-gallon fuel
tank, assembly and installation onto the generator by Magnus, Inc. of Milaca,
Minnesota for a total of $9,750 plus tax is hereby approved.
3. The costs for evaluating, testing, and commissioning the generator by
Cummins NPower of St, Paul, Minnesota for $1,443.20 is hereby approved.
4. Staff is directed to solicit competitive quotes and oversee construction of a
concrete slab, fencing, and other miscellaneous and related work.
5. Payment for the above costs will be funded by the Capital Equipment account
of Special Projects (280-4180-7030) for a total costs not to exceed $25,000.
Resolution 7746
Page 2
Adopted this 28th day of February, 2011.
____________________________________
Joe Flaherty, Mayor
ATTEST:
____________________________________
James Ericson, City Administrator
(SEAL)
Item No: 7E
Meeting Date: February 28, 2011
Type of Business: Council Business
Administrator Review: ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Nick DeBar, Public Works Director
Item Title/Subject: Resolution 7747, Approving Plans and Specifications and
Authorizing Advertisement for Bids for the 2011 Street and Utility
Improvement Project - Area D
Background:
A Streets and Utilities Improvement Program was created in response to petitioned opposition
to the 2007-2008 Street and Utility Improvement Project. Details of the Program were largely
developed by a Task Force group during 2007, with much input by residents, City Staff, and
consultants, and ultimately adopted by the City Council on October 22, 2007 (Res. 7176). The
adopted Program includes design standards, a financing plan, a prioritization/implementation
(staging) plan, and a communication plan for implementing reconstruction of approximately 26
miles of City-owned streets and associated utilities over a 9-year period (2009-2018), with an
estimated program cost of $28 million.
Other aspects relating to the Program were subsequently adopted, including the following:
• Streets and Utilities Committee: Adopted on February 11, 2008 (Res. 7223) to make
recommendations to the City Council on issues relating to the Program or specific projects in
areas of the Program.
• Stormwater Infiltration Program (SIP): Adopted on August 11, 2008 (Res. 7319) creating
components of the Program to install infiltration features to meet stormwater regulations. An
appeals process and parameters for the SIP was established on August 25, 2008 (Res.
7328).
• Non-Conforming Driveways: A policy was adopted on September 22, 2008 (Res. 7338) to
address non-conforming driveways in the Program areas.
• Private Improvement Program (PIP): Adopted on February 23, 2009 (Res. 7415) to allow
property owners adjacent to street projects the opportunity to perform private property
improvements in conjunction with the street project.
The first project in the Program (Area A) was substantially constructed during 2009. Five miles
of street and utility reconstruction was successfully performed in Area A. In addition, the
successful bidder was approximately $600,000 lower than anticipated by the engineer’s
estimate. Furthermore, actual construction costs are tracking close to $340,000 under the
construction contract amount, or approximately $940,000 below the engineer’s estimate.
Construction for Areas B and C (B/C) was substantially completed 2010 and, like Area A, the
successful bidder was approximately $440,000 below that of the engineer’s estimate and actual
construction costs are currently tracking $220,000 under the construction contract amount or
$660,000 below that of the engineer’s estimate. Therefore, combined actual construction costs
for Areas A thru C are roughly $1.6M below that of the engineer’s estimate at bid time.
Area D of the Program includes St. Stephen, Pinewood Court, Jackson Drive, Adams Street,
Groberg Street, Lambert Drive, Erickson Road, Clifton Drive, Raymond Avenue, and Belle Lane.
These roads are generally located between County Road H2 and I and are on track for a 2011
construction schedule. A map of Area D is attached for reference.
Resolution 7747, Approving Plans & Specs./Authorizing Advertisement for Bids for 2011 SUIP-Area D
February 28, 2011
Page 2
The City Council has taken the following steps, thus far, specifically for the 2011 Street and
Utility Improvement Project – Area D:
• Preliminary Survey-Area D: Approved September 28, 2009 (Res. 7504);
• Authorized Design Phase/Plans & Specs: Adopted July 12, 2010 (Res. 7643);
• Authorized Geotechnical/Environmental Evaluations: Adopted Sept. 13, 2010 (Res. 7673);
• Pinewood Court Design Configuration: Adopted Sept. 27, 2010 (Res. 7675);
• Jackson Drive Design Configuration: Adopted Oct. 25, 2010 (Res. 7693);
• Concrete Sidewalk on County Road H2: Adopted Oct. 25, 2010 (Res. 7694);
• Denied SIP Appeals/Approved Inf. Basin Locations: Adopted Nov. 18, 2010 (Res. 7702).
In addition to the above, various neighborhood meetings were held to get input from residents
regarding non-standard street designs, both as stand-alone meetings and as part of the Street
and Utility Committee meetings. One remaining item to finalize is the pavement marking
configuration for the bump-out parking at Lambert Park. This will need to be determined by mid-
summer.
Discussion:
Detailed discussion regarding costs, infiltration feature locations, permits, State Aid approval,
and project schedule is included in the attached letter from Bonestroo, the City’s engineering
consultant. Also attached is a detailed construction cost estimate, maps showing proposed
locations for infiltration features, and select sheets from the construction drawings. The City
Council is advised to review the information contained in these documents for project
discussion.
Bonestroo has provided the City with a fee estimate of $7,000 (hourly plus reimbursable
expenses) to perform engineering services associated with the Bid Phase of the Project. A
letter agreement containing a detailed work scope and explanation of these services is attached
to this report. Also included in the letter agreement is a proposed amendment to increase the
maximum fee estimate for the Design Phase $9,000 from $234,000 to $243,000. This increase
is being requested primarily due to an increase in the scope of work that the fee was originally
based on. Again, the letter contains a detailed explanation of this scope creep and Mr. Rhein
plans to attend the February 28th meeting to answer any questions.
Recommendation:
Staff recommends that the City Council adopt Resolution 7747 that will approve the plans and
specifications and authorize the advertisement for bids for the 2011 Street and Utility
Improvement Project - Area D. If adopted, a bid date of March 31, 2011 will be established to
open bids. The resolution will also authorize Bonestroo to provide engineering services
associated with the Bid Phase of the project for an estimated maximum amount of $7,000, as
well as a $9,000 adjustment in maximum amount associated with the Design Phase. A future
resolution will be required to award the construction contract to the successful bidder after
evaluating the bids received.
Respectfully submitted,
Nick DeBar - Public Works Director
Attachments:
Resolution 7747
Map of Area D
Bonestroo Letter Re: Draft Construction Plans (dated Feb. 23, 2011)
Bonestroo Letter Re: Agreement for Engineering Services (dated Feb. 22, 2011)
RESOLUTION 7747
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING
ADVERTISEMENT FOR BIDS FOR THE 2011 STREET AND UTILITY
IMPROVEMENT PROJECT – AREA D
WHEREAS, the City Council adopted Resolution 7176 on October 22, 2007
establishing the Street and Utility Improvement Program (Program), which includes nine
Street and Utility Improvement Projects identified as Areas A through I; and
WHEREAS, the City Council adopted Resolution 7504 on September 28, 2009
authorizing preliminary surveying activities for Area D of the Program; and
WHEREAS, the City Council adopted Resolution 7643 on July 12, 2010
authorizing Bonestroo to perform engineering services for the design phase for Area D
of the Program; and
WHEREAS, the City Council adopted Resolution 7673 on September 13, 2010
authorizing Braun Intertec Corporation to perform a preliminary geotechnical and
environmental evaluation for the design phase for Area D of the Program; and
WHEREAS, the City Council adopted Resolution 7675 on September 13, 2010
approving a non-standard street design configuration for Pinewood Court in Area D of
the Program; and
WHEREAS, the City Council adopted Resolution 7693 on October 25, 2010
approving a non-standard street design configuration for Jackson Drive in Area D of the
Program; and
WHEREAS, the City Council adopted Resolution 7694 on October 25, 2010
approving the construction of a concrete sidewalk along County Road H2 between
County Road 10 and Jackson Drive in Area D of the Program; and
WHEREAS, the City Council adopted Resolution 7702 on November 18, 2010
denying Stormwater Infiltration Program appeals and approving the proposed locations
of stormwater infiltration basins in Area D of the Program; and
WHEREAS, plans and specifications for the 2011 Street and Utility Improvement
Project – Area D (Project) have been prepared in general accordance with the Program
standards and all subsequent Resolutions noted above; and
WHEREAS, Bonestroo has provided a letter agreement to provide engineering
services for the bid phase of the Project for an maximum fee of $7,000 and a proposed
amendment not to exceed $9,000 for the design phase of the Project to account for
expanded work scope of the Project; and
WHEREAS, on February 23, 2011 the Rice Creek Watershed District gave
conditional approval (CAPROC) for the project; and
WHEREAS, it is the intention of the City of Mounds View to use Municipal State
Aid funding for Jackson Drive and the County Road H2 concrete sidewalk construction
costs; and
WHEREAS, approval of the plans and specifications must be received from the
Minnesota Department of Transportation prior to the awarding a construction contract
for the project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Mounds View, Ramsey County, Minnesota as follows:
1. The plans and specifications for the 2011 Street and Utility Improvement Project –
Area D were prepared pursuant to Resolution 7643 and are hereby approved as the
plans and specifications in accordance with which said improvements shall be
constructed.
2. The time and date for receipt of bids for said improvements is hereby established as
2:00 P.M. on March 31, 2011 in the Council Chambers at the Mounds View City Hall.
3. Staff is hereby directed to cause to be published in the Sun-Focus newspaper and in
a regional trade publication, at least three weeks before the last day to submit bids,
a notice to bidders for the implementation of said project as required by law.
4. Staff is hereby directed to proceed with all activities necessary for the procurement
of Municipal State Aid Funds for the improvements to be constructed along the
designated State Aid routes within the Project.
5. The letter proposal dated February 22, 2011 submitted by Bonestroo to provide
engineering services for the bid phase and the amendment to the design phase for
Area D of the Program is accepted by the City. Compensation as outlined in the
letter proposal will be on an hourly basis with reimbursable expenses with a
maximum fee amount of $7,000 for the bid phase and a maximum fee amount of
$9,000 for the design phase amendment.
6. Upon satisfactory review by the City Attorney, the Mayor and City Administrator are
hereby authorized and directed, for and on behalf of the City, to execute the letter
proposal dated February 22, 2011 with Bonestroo.
Adopted this 28th day of February, 2011.
____________________________________
Joe Flaherty, Mayor
ATTEST:
____________________________________
James Ericson, City Administrator
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COMM:DATE:K:\435\435091390\CAD\DWG\435091390ZFD02.DWG 7/26/10
SITE PLAN
MOUNDS VIEW, MINNESOTA
2011 STREET & UTILITY IMPROVEMENT PROJECT AREA D
435-09-139
1FIGURE:
300 6000
Horizontal Scale In Feet
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 23, 2011
2011 SUIP – Area D Page 2
2011 Street and Utility Improvement Project – Area D
Summary of Estimated Construction Cost
Item Amount
Draft Plans – February 23, 2011
Non-State Aid Improvements - subtotal $ 1,514,400
State Aid Improvements - subtotal $ 573,900
Total Estimated Construction Cost $ 2,088,300
City Financial Analysis – April 23, 2010
Total Estimated Construction Cost $ 1,932,900
Difference $ 155,400
8.0%
As seen in the table, the current estimated construction costs are approximately $155,400
greater than the estimated construction cost used in the City Financial Analysis for the Pavement
Management Program. This is an increase of approximately 8.0%. The primary reason for the
increase in the estimated construction cost is the inclusion of improvements in the current
construction plans that are beyond the standard scope of work for a street and utility
improvement project in Mounds View. These improvements include:
x Sidewalk and associated work along County Road H2.
x Reconfiguration of Pinewood Court.
x Jackson Drive width beyond City standard.
x Parking area along Jackson Drive north of Groberg Street.
x Parking area along Lambert Avenue.
x Storm water improvements within Lambert Park.
In addition to the improvements, a secondary reason for the increase in the current estimated
construction cost is the price of oil. Due to recent increases in the price of oil, we have increased
the estimated unit prices for the bituminous mixture items in the project to address the potential
of receiving higher costs for those items in the bids.
When the factors of the additional improvements and the increased price of oil are taken into
consideration, the total current estimated construction cost based on the draft construction plans
is reasonable compared to the amount used in the City Financial analysis.
Following is a status update on other pertinent factors concerning the project:
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 23, 2011
2011 SUIP – Area D Page 3
Infiltration Feature Locations
Locations for proposed infiltration features in Area D were preliminarily identified in September
2010. Based on those locations, affected properties were notified and a public meeting was held
on October 10, 2010 to discuss the application of the Stormwater Infiltration Program (SIP) in
Area D. Property owners were subsequently given the opportunity for on-site meetings and the
full appeal process before the locations for the infiltration features were finalized.
Three figures have been included with this letter to show the final proposed locations of
infiltration features in Area D. These figures were taken from the permit application submitted to
Rice Creek Watershed District on January 14, 2011 are based on the preliminary feature locations
identified for the October 10, 2010 SIP Public Meeting. Changes from the preliminary to final
locations are summarized below:
x A feature was added at 5446 Erickson Road. This feature was not preliminarily
identified, but the property owner approached the City and requested one. Upon review
in final design, it was determined a feature could be built to accommodate the request.
x Other than 5446 Erickson Road, no features are proposed for any residential property not
included in the October 10, 2010 SIP Public Meeting.
x Approximately twelve features were eliminated during the final design process. Of these,
four were removed from St. Stephen Street and three from Raymond Avenue. The
reasons for removal were physical constraints determined during final detailed design,
such as non-compatible boulevard slopes or insufficient boulevard width.
x Two of the preliminarily identified features were appealed – 5486 Erickson Road, and
5445 Jackson Drive. Both appeals were denied. The feature at 5486 Erickson Road was
retained through final design and is still in the draft construction plans. However, the
feature at 5445 Jackson Drive was eliminated during final design.
x Two features have been added to the south boulevard of Lambert Avenue, adjacent to
the on-street parking area provided for Lambert Park.
x A single large feature was preliminarily identified for the island area of existing Pinewood
Court. With the reconfiguration of Pinewood Court to a standard cul-de-sac, the single
feature was changed to two features, one located on each side of Pinewood Court where
it intersects County Road H2.
x Six of the features as proposed have a depth of 12-inches. These are the two located on
Pinewood Court, the two located along County Road H2 at the south end of Clifton Drive,
and the two located at the intersection of Adams Street and Erickson Road where new
green space is being created. These locations were chosen for the deeper features due
to their likelihood to have less impact on adjacent residential properties.
x All other features on the project have a proposed depth of 6-inches from the gutter.
x The features as currently proposed on the construction plans meet the Rice Creek
Watershed District volume requirements for the project, including the proportional
amount of the Spring Creek Regional Pond.
x The total number of features proposed on the current construction plans is 45.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 23, 2011
2011 SUIP – Area D Page 4
Rice Creek Watershed District Permit
The permit application for the Area D project was on the agenda for the Rice Creek Watershed
District (RCWD) Board meeting of February 23, 2011. The permit application was scheduled to
receive conditional approval (CAPROC) at that meeting. The conditions are all standard for an
application of this type, and are able to be readily addressed. We will be in contact with RCWD
Staff after the meeting to verify CAPROC was granted and to begin addressing the conditions.
No difficulties are anticipated in obtaining the final permit prior to the start of construction per
the project schedule.
State Aid Approval
A set of draft construction plans was submitted to the Minnesota Department of Transportation
(MnDOT) on February 15, 2011 for review, along with supporting materials. The portion of the
project eligible for State Aid construction funding includes Jackson Drive and County Road H2.
Review comments are anticipated to be received from MnDOT by March 4, 2011.
Once comments from MnDOT are received, the next steps in the State Aid approval process will
be to update the plans as necessary, resubmit the updated plans for final review, then obtain the
required signatures of the City, County, and MnDOT on the title sheet of the construction plan.
Approval from State Aid must be secured before a construction contract can be awarded. No
problems are anticipated in obtaining State Aid approval by that date.
Other Permits
In addition to approvals from RCWD and MnDOT, there are other permits needed as well before
construction can begin on the project. These include Ramsey County and the NPDES Stormwater
Permit for General Construction Activity. A brief update on the status of each of these permits is
given below:
x Ramey County: Initial discussions have been held with County Staff. Application
materials are currently being prepared for submittal. No delays or significant
difficulties are anticipated in obtaining the permit.
x NPDES: This permit cannot be applied for until after a construction contract has
been awarded, since the contractor becomes a co-permitee with the City.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 23, 2011
2011 SUIP – Area D Page 5
Project Schedule
Assuming the City Council approves the construction plans for Area D at their meeting of
February 28, 2011, following is a proposed schedule for upcoming milestones in the project:
x February 23, 2011 CAPROC Approval from RCWD
x February 28, 2011 City Council Approves Plan
x March 4, 2011 Plan Comments from MnDOT
x March 9 & 16, 2011 Advertisement in Trade Publication
x March 10, 2011 Advertisement in Official City Newspaper
x March 14, 2011 Submit Updated Plans to MnDOT
x March 25, 2011 Plan Approval from MnDOT
x March 31, 2011 Open Bids
x April 11, 2011 Award Construction Contract
x April 30, 2011 Final Approval from RCWD
x Late April-early May 2011 Neighborhood Preconstruction Meeting
x Mid-to-late May 2011 Construction Begins
x September 30, 2011 Construction Complete
Summary
Following is a summary of the issues described in this letter concerning the 2011 Street and
Utility Improvement Project – Area D:
x Construction Plans Ready for Approval By City Council.
x Construction Cost Estimate 8% Higher than Financial Analysis.
Additional cost able to be explained.
x Infiltration Features Consistent with preliminary layout.
RCWD volume requirement met.
45 features included on plan.
x RCWD Permit CAPROC on 2-23-11.
Final approval anticipated.
x State Aid Preliminary review 2-15-11.
Final approval anticipated.
x Other Permits No problems anticipated.
x Project Schedule On track.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 23, 2011
2011 SUIP – Area D Page 6
Based on the preceding discussion, we respectfully recommend that the draft construction plans,
along with the associated cost estimate and other included material, be presented to the City
Council at their meeting on February 28, 2011 for approval. If the Council is inclined to approve
the plans, it is further recommended they set the bid date as March 31, 2011, as identified in the
updated schedule for this project, and authorize the publication of the advertisement for the bid.
Please do not hesitate to contact me at (651) 604-4803 if you have any questions regarding this
project or if you need further information.
Sincerely,
BONESTROO
Joseph R. Rhein, P.E.
Attachments:
-Engineer’s Estimate, dated February 23, 2011
-Infiltration Feature Locations (Maps 1 – 3)
1 MOBILIZATION LS $75,000.00 1.00 $75,000.00
2 CLEAR AND GRUB TREE $250.00 8 $2,000.00
3 REMOVE CONCRETE CURB AND GUTTER LF $3.00 1,590 $4,770.00
4 REMOVE STORM SEWER PIPE LF $6.00 940 $5,640.00
5 REMOVE SANITARY SEWER PIPE LF $5.00 1,006 $5,030.00
6 REMOVE WATER MAIN LF $5.00 45 $225.00
7 REMOVE BITUMINOUS PATH SY $3.00 35 $105.00
8 REMOVE BITUMINOUS DRIVEWAY SY $3.00 3,260 $9,780.00
9 REMOVE CONCRETE DRIVEWAY SY $5.00 1,800 $9,000.00
10 REMOVE CONCRETE SIDEWALK SY $5.00 70 $350.00
11 REMOVE CONCRETE VALLEY GUTTER SY $5.00 125 $625.00
12 REMOVE CONCRETE MEDIAN SY $5.00 45 $225.00
13 REMOVE MANHOLE OR CATCH BASIN EA $400.00 9 $3,600.00
14 REMOVE SANITARY SEWER MANHOLE EA $750.00 3 $2,250.00
15 REMOVE HYDRANT EA $500.00 2 $1,000.00
16 REMOVE GATE VALVE AND BOX EA $250.00 1 $250.00
17 SAWING BITUMINOUS PAVEMENT LF $2.50 1,280 $3,200.00
18 SALVAGE AND REINSTALL CHAIN LINK FENCE LF $10.00 90 $900.00
19 SALVAGE AND REINSTALL 48" HDPE STORM SEWER LF $50.00 40 $2,000.00
20 SALVAGE AND REINSTALL 18" HDPE STORM SEWER LF $40.00 30 $1,200.00
21 SALVAGE MAILBOX AND POST AND DELIVER TO HOMEOWNER EA $20.00 217 $4,340.00
22 SALVAGE SIGN AND POST AND DELIVER TO CITY EA $50.00 64 $3,200.00
23 SALVAGE AND REINSTALL SIGN AND POST EA $50.00 15 $750.00
24 SALVAGE STREET NAME SIGN AND REINSTALL ON NEW POST EA $100.00 11 $1,100.00
25 COMMON EXCAVATION (P)CY $9.50 14,520 $137,940.00
26 COMMON EXCAVATION (EV) - MODIFIED CY $4.50 6,345 $28,552.50
27 SUBGRADE EXCAVATION (EV)CY $9.00 720 $6,480.00
28 SELECT GRANULAR BORROW MODIFIED 10% (CV)CY $12.00 85 $1,020.00
29 TOPSOIL BORROW (LV)CY $13.00 4,360 $56,680.00
30 EXCAVATION SPECIAL (POTHOLE EXISTING UTILITY)EA $250.00 22 $5,500.00
31 GEOTEXTILE FABRIC TYPE I SY $2.00 490 $980.00
32 GEOTEXTILE FABRIC (SPECIAL)SY $2.00 180 $360.00
33 COMMON EXCAVATION (EV) - INFILTRATION FEATURE CY $12.00 3,395 $40,740.00
34 SUBGRADE EXCAVATION (EV) - INFILTRATION FEATURE CY $12.00 115 $1,380.00
35 SELECT GRANULAR BORROW (CV) - INFILTRATION FEATURE CY $18.00 1,760 $31,680.00
TOTAL
PROJECT
COST
ENGINEER'S ESTIMATE 2/23/11
TOTAL
PROJECT
QUANTITY
2011 STREET AND UTILITY IMPROVEMENT PROJECT
NO.UNIT UNIT
PRICEITEM
AREA D
Page 1 of 4
TOTAL
PROJECT
COST
TOTAL
PROJECT
QUANTITY
NO.UNIT UNIT
PRICEITEM
36 SELECT GRANULAR BORROW MODIFIED (CV) - INFILTRATION FEATURE CY $30.00 385 $11,550.00
37 CLEAR ROCK FOR ROCK TRENCH TN $10.00 400 $4,000.00
38 SELECT GRANULAR BORROW TN $9.00 1,620 $14,580.00
39 FOUNDATION PREPARATION SY $1.00 42,360 $42,360.00
40 STREET SWEEPER WITH OPERATOR HR $120.00 66 $7,920.00
41 SKIDSTEER (BOBCAT) WITH OPERATOR HR $95.00 66 $6,270.00
42 WATER FOR DUST CONTROL MG $25.00 350 $8,750.00
43 AGGREGATE BASE, CLASS 5 TN $10.00 9,920 $99,200.00
44 PATCH GRAVEL DRIVEWAY SY $20.00 300 $6,000.00
45 PATCH COUNTY ROAD H2 SY $40.00 410 $16,400.00
46 SAW AND SEAL LF $1.75 7,100 $12,425.00
47 FULL DEPTH RECLAMATION SY $0.75 39,250 $29,437.50
48 BITUMINOUS MATERIAL FOR TACK COAT GAL $3.00 1,765 $5,295.00
49 TYPE SP 12.5 NON-WEARING COURSE MIXTURE (2.B)TN $58.00 4,740 $274,920.00
50 TYPE SP 12.5 WEARING COURSE MIXTURE (2,B)TN $60.00 3,560 $213,600.00
51 PATCH BITUMINOUS DRIVEWAY SY $25.00 1,880 $47,000.00
52 STRUCTURE CONCRETE (1A43)CY $250.00 18 $4,500.00
53 MODULAR BLOCK RETAINING WALL SF $14.00 639 $8,946.00
54 STRUCTURE EXCAVATION CLASS U CY $7.00 150 $1,050.00
55 IMPROVED PIPE FOUNDATION LF $3.00 1,650 $4,950.00
56 4" PRECAST CONCRETE HEADWALL EA $110.00 2 $220.00
57 4" PERFORATED TP PIPE DRAIN LF $5.00 125 $625.00
58 4" PERFORATED POLYETHYLENE PIPE LF $10.00 700 $7,000.00
59 CONNECT DRAIN TILE TO STRUCTURE - MACHINE CORE EA $200.00 14 $2,800.00
60 12" RCP STORM SEWER, CLASS 5 LF $24.00 1,155 $27,720.00
61 15" RCP STORM SEWER, CLASS 5 LF $26.00 1,268 $32,968.00
62 18" RCP STORM SEWER, CLASS 5 LF $29.00 356 $10,324.00
63 21" RCP STORM SEWER, CLASS 4 LF $32.00 32 $1,024.00
64 24" RCP ARCH STORM SEWER, CLASS 4 LF $45.00 355 $15,975.00
65 15" RCP FLARED END SECTION, INCL TRASH GUARD EA $800.00 1 $800.00
66 18" RCP FLARED END SECTION, INCL TRASH GUARD EA $900.00 1 $900.00
67 21" RCP FLARED END SECTION, INCL TRASH GUARD EA $1,000.00 1 $1,000.00
68 24" RCP ARCH FLARED END SECTION, INCL. TRASH GUARD EA $1,500.00 1 $1,500.00
69 CONNECT TO EXISTING CATCH BASIN OR MANHOLE EA $500.00 1 $500.00
70 CONNECT TO EXISTING SANITARY SEWER PIPE EA $750.00 1 $750.00
71 CONNECT TO EXISTING SANITARY SEWER MANHOLE EA $1,000.00 6 $6,000.00
72 CONNECT TO EXISTING SANITARY SEWER WYE EA $750.00 7 $5,250.00
73 RECONNECT SANITARY SEWER SERVICE EA $250.00 19 $4,750.00
74 8" X 4" PVC WYE, SDR 35 EA $75.00 11 $825.00
75 8" X 4" PVC WYE, SDR 26 EA $80.00 4 $320.00
Page 2 of 4
TOTAL
PROJECT
COST
TOTAL
PROJECT
QUANTITY
NO.UNIT UNIT
PRICEITEM
76 REMOVE AND REPLACE EXISTING WYE WITH 8" X 4" PVC WYE EA $700.00 12 $8,400.00
77 8" PVC SANITARY SEWER, SDR 35 LF $40.00 690 $27,600.00
78 8" PVC SANITARY SEWER, SDR 26 LF $50.00 316 $15,800.00
79 CLOSED CIRCUIT TV INSPECTION LF $1.50 1,006 $1,509.00
80 4" PVC, SCH. 40 SERVICE PIPE LF $20.00 140 $2,800.00
81 REMOVE AND REPLACE EXISTING SANITARY SEWER SERVICE WITH 4" PVC SERVICE PIPE, 0'-10' DEEP LF $23.00 100 $2,300.00
82 REMOVE AND REPLACE EXISTING SANITARY SEWER SERVICE WITH 4" PVC SERVICE PIPE, 10'-15' DEEP LF $30.00 100 $3,000.00
83 REMOVE AND REPLACE EXISTING SANITARY SEWER SERVICE WITH 4" PVC SERVICE PIPE, 15'-20' DEEP LF $40.00 50 $2,000.00
84 REMOVE AND REPLACE EXISTING SANITARY SEWER SERVICE WITH 4" PVC SERVICE PIPE, 20'-25' DEEP LF $55.00 50 $2,750.00
85 REMOVE AND REPLACE EXISTING SANITARY SEWER SERVICE WITH 4" PVC SERVICE PIPE, 25' DEEP AND GREATER LF $80.00 50 $4,000.00
86 INSTALL HYDRANT EA $3,000.00 3 $9,000.00
87 CONNECT TO EXISTING 6" CIP TEE EA $250.00 1 $250.00
88 CUT 6"X6" TEE INTO EXISTING WATER MAIN EA $1,000.00 2 $2,000.00
89 CUT IN 12" GV AND BOX EA $3,500.00 1 $3,500.00
90 6" GATE VALVE AND BOX EA $1,000.00 3 $3,000.00
91 1" CORPORATION STOP EA $125.00 3 $375.00
92 1" CURB STOP AND BOX EA $170.00 3 $510.00
93 ADJUST VALVE BOX EA $200.00 4 $800.00
94 12" WATER MAIN OFFSET EA $3,000.00 1 $3,000.00
95 1" TYPE "K" COPPER WATER SERVICE LF $25.00 160 $4,000.00
96 6" DIP WATER MAIN, CLASS 52 LF $40.00 35 $1,400.00
97 DUCTILE IRON FITTINGS LB $5.00 88 $440.00
98 2' X 3' STORM SEWER CB, INCL. R-3290-VB CSTG AND CONC ADJ RINGS EA $1,200.00 8 $9,600.00
99 4' DIA STORM SEWER CBMH, INCL. R-3290-VB CSTG AND CONC ADJ RINGS EA $1,600.00 11 $17,600.00
100 4' DIA STORM SEWER MH, INCL R-1642 CSTG AND HDPE ADJ RINGS EA $1,600.00 3 $4,800.00
101 4' DIA STORM SEWER CBMH, INCL 4' SUMP, R-3290-VB CSTG AND CONC ADJ RINGS EA $1,900.00 2 $3,800.00
102 CONSTRUCT 4' DIA STORM SEWER CBMH OVER EXISTING PIPE, INCL R-3290-A CSTG AND CONC ADJ RINGS EA $2,200.00 1 $2,200.00
103 CONSTRUCT 4' DIA STORM SEWER CBMH OVER EXISTING PIPE, INCL R-4342 CSTG AND HDPE ADJ RINGS EA $2,200.00 1 $2,200.00
104 5' DIA STORM SEWER MH, INCL R-1642 CSTG AND HDPE ADJ RINGS EA $2,400.00 1 $2,400.00
105 5' DIA STORM SEWER MH, INCL 4' SUMP, R-1642 CSTG AND HDPE ADJ RINGS EA $2,700.00 1 $2,700.00
106 CONSTRUCT 5' DIA STORM SEWER MH OVER EXISTING PIPE, INCL R-1642 CSTG AND HDPE ADJ RINGS EA $3,000.00 1 $3,000.00
107 REBUILD STORM SEWER STRUCTURE EA $800.00 1 $800.00
108 4' DIAMETER SANITARY MH, INCL R-1642 CSTG & HDPE ADJ RINGS EA $2,000.00 3 $6,000.00
109 ADJUST HANDHOLE EA $200.00 3 $600.00
110 ADJUST CATCH BASIN CASTING, INCL NEW CONCRETE ADJ RINGS EA $350.00 2 $700.00
111 ADJUST MANHOLE CASTING, INCL NEW HDPE ADJ RINGS EA $400.00 42 $16,800.00
112 MANHOLE RISER RING (STEEL)EA $150.00 42 $6,300.00
113 EXTERNAL SEAL SYSTEM EA $300.00 35 $10,500.00
114 REMOVE AND REPLACE COVER EA $100.00 3 $300.00
115 INSTALL R-4341-A CASTING EA $150.00 1 $150.00
Page 3 of 4
TOTAL
PROJECT
COST
TOTAL
PROJECT
QUANTITY
NO.UNIT UNIT
PRICEITEM
116 RANDOM RIP RAP CLASS III CY $80.00 25 $2,000.00
117 4" CONCRETE SIDEWALK SF $3.25 3,520 $11,440.00
118 B618 CONCRETE CURB AND GUTTER LF $8.50 22,415 $190,527.50
119 B612 CONCRETE CURB AND GUTTER LF $8.25 285 $2,351.25
120 B418 CONCRETE CURB AND GUTTER LF $8.25 175 $1,443.75
121 36" CONCRETE RIBBON CURB LF $9.00 945 $8,505.00
122 7" COMMERCIAL CONCRETE DRIVEWAY APRON SY $38.00 475 $18,050.00
123 6" RESIDENTIAL CONCRETE DRIVEWAY APRON SY $32.00 4,025 $128,800.00
124 CONCRETE VALLEY GUTTER SY $47.00 170 $7,990.00
125 6" THICK CONC WALK FOR PEDESTRIAN CURB RAMP SF $4.75 1,300 $6,175.00
126 TRUNCATED DOME PANEL SF $31.00 250 $7,750.00
127 APPLICATION OF WATER FOR TURF ESTABLISHMENT MG $25.00 180 $4,500.00
128 INSTALL MAILBOX CLUSTER EA $40.00 67 $2,680.00
129 TRAFFIC CONTROL LS $4,500.00 1.000 $4,500.00
130 INSTALL NEW POST WITH REFLECTOR EA $75.00 8 $600.00
131 INSTALL NEW POST WITH SIGN SUPPLIED BY OWNER EA $50.00 2 $100.00
132 SIGN PANELS, TYPE C SF $18.50 207 $3,829.50
133 TRANSPLANT TREE TREE $100.00 1 $100.00
134 SILT FENCE, MACHINE SLICED LF $2.00 1,100 $2,200.00
135 PROTECTION OF CATCH BASIN, NON-PAVED STREET EA $125.00 24 $3,000.00
136 PROTECTION OF CATCH BASIN, PAVED STREET EA $125.00 24 $3,000.00
137 FILTER LOG EA $100.00 49 $4,900.00
138 SODDING, MINERAL TYPE SY $2.25 39,160 $88,110.00
139 SEED AND HYDROMULCH SY $1.50 3,370 $5,055.00
140 TURF REINFORCEMENT MAT SY $30.00 40 $1,200.00
141 PAVEMENT MESSAGE, HANDICAPPED SYMBOL - PAINT EA $100.00 1 $100.00
142 4" DOUBLE SOLID LINE, YELLOW PAINT LF $0.40 2,400 $960.00
143 4" SOLID LINE, WHITE PAINT LF $0.20 3,670 $734.00
144 36" ZEBRA CROSSWALK, WHITE PAINT SF $3.00 180 $540.00
TOTAL ESTIMATED CONSTRUCTION COST: 2011 STREET AND UTILITY IMPROVEMENT PROJECT - AREA D $2,088,282.00
Page 4 of 4
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Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 22, 2011
Area D – Bidding Phase Services Page 2
Scope of Work
The engineering activities necessary for a project within the Mounds View Street and Utility
Improvement Program can be broken down into three main phases: 1) design of the project; 2)
bidding activities to obtain a contractor; and 3) construction.
Based on discussion with City Staff, the anticipated engineering activities have been organized
into those main phases. Tasks have been defined within each phase to further identify the work.
The phases and tasks essentially follow a chronological sequence. An outline of the anticipated
phases and tasks for the Area D project is shown in Exhibit A with this letter.
The Design Phase engineering services were authorized by City Council on July 12, 2010. The
Design Phase is almost complete, and the project is ready to move into the Bidding Phase.
The scope of the Bidding Phase would be such to guide the project development from approval
of construction documents by the City Council to the consideration for award of a construction
contract and execution of the contract if awarded.
When award of a construction contract is ready for consideration, the project would go back to
the City Council. If the Council is inclined to award a construction contract, the project would
proceed into the next phase of activity, the Construction Phase. A separate letter regarding the
details of the engineering services in the Construction Phase would be prepared and submitted to
the City at that time, for consideration of authorization.
The Bidding Phase would overlap with the completion of certain tasks within the Design Phase.
Final activities of the Design Phase that would occur during the Bidding Phase include items such
as final activities to obtain project permits and agency approvals, and any final work on the
construction documents (due to feedback from the City Council, permitting agencies, etc) prior to
their distribution to potential bidders.
Bidding Phase – Task Description
This section will provide a description of each task within the Bidding Phase to assist in
understanding of the work to be performed. For those tasks where applicable, it will also identify
the deliverable / end result to be achieved by the task.
Bidding Phase – Summary List of Tasks
1.Project Management / Administration
2.Meetings / Bid Opening
3.Contractor Questions
4.Addenda
5.Other
Task 1: Project Management / Administration
x Management of the scope, schedule, and fee of the engineering activities for the
Bidding Phase, to ensure they stay within the parameters provided in this letter
agreement. If circumstances of the project necessitate, this task would also include
identifying situations where deviations must be made, upon mutual agreement.
x Management of Bonestroo personnel assigned to the project to ensure work is done
efficiently and effectively.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 22, 2011
Area D – Bidding Phase Services Page 3
x Preparation and submission of the Advertisement for Bids for publication.
x Tabulation of bids received on the project.
x Review and certification of the bid tabulation.
x Preparation of correspondence to the City containing a summary of bids received and
information regarding award of a construction contract.
x Preparation of construction contract documents (assumes contract award by City).
x Transmittal of construction contract documents for execution.
x All activities associated with project invoicing.
x Other miscellaneous administrative duties not associated with a specific task under
the Bidding Phase.
¾Deliverable / End Result:Certified bid tabulation. Correspondence of bid results
for consideration of contract award. Construction contract document.
Task 2: Meetings / Bid Opening
x All meetings attended by Bonestroo personnel, with the exception of internal
meetings of the Bonestroo design team.
x The only formal meeting anticipated during the Bidding Phase is the bid opening.
x A pre-bid meeting is not anticipated for this project.
x Immediate preparation in advance of the bid opening would be included in this Task.
x Preparation of materials for the bid opening is not included under this task. For
example, preparation of a summary list of plan holders to record bids received at the
bid opening would not be included under this task. That time would be tracked
under the Project Management / Administration task.
x Travel time to meetings would be included under this task.
¾Deliverable / End Result:Attendance at bid opening.
Task 3: Contractor Questions
x Respond to inquiries received from contractors, suppliers, and / or vendors during
the period between publication of the ad for bid and the bid opening.
¾Deliverable / End Result:None.
Task 4: Addenda
x Preparation and distribution of formal Addenda to the bidding documents.
x Work under this task may include, but not necessarily be limited to, the following:
-Modifications to construction drawings.
-Modifications to the project manual.
-Preparation of the addendum documents.
-Distribution of the addendum documents via electronic means, fax,
and / or hard copy media.
¾Deliverable / End Result:Addendum documents.
Task 5: Other
x This task shall be used for any activity not covered by the previous tasks defined for
the Bidding Phase.
-Any activity recorded on this task will be reviewed with City Staff to
determine whether:
The activity warrants creation of a new task.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 22, 2011
Area D – Bidding Phase Services Page 4
The activity is appropriate to be included in one of the previous
defined tasks.
The activity should simply be left on this “Other” task.
¾Deliverable / End Result:None.
Task: Direct Project Expenses
x In addition to the labor associated with the performance of the tasks defined above,
there will be some amount of direct project expenses incurred during performance of
the Bidding Phase of the project. Examples of such expenses would include, but not
be limited to, mileage for travel to meetings, and printing costs.
-Direct Project Expenses are reimbursable per the existing Professional
Services Agreement between Bonestroo and the City.
-Rates for the Direct Project Expenses proposed for this project are
shown on Exhibit B included with this letter.
Estimated Cost – Bidding Phase Engineering Services
We have performed a preliminary estimate of the anticipated effort necessary to complete the
work of the Bidding Phase for the Area D Street and Utility Improvement Project. The estimate
has been developed based on the preceding discussion of the scope of work, historical
information from the projects in Area A and Areas B/C, as well as our understanding of the
requirements and expectations of the City of Mounds View. The estimated cost of the
engineering services for the Bidding Phase of the project is shown below:
Area D – Street & Utility Improvement Project
Bidding Phase Engineering Services
Estimated Cost
$7,000
The amount of actual engineering services needed for the Bidding Phase can vary based on
factors beyond the control of the engineer or the City. These factors can include such things as
the number and nature of questions received from potential bidders, and the number of formal
addenda required for the project. The cost estimate provided above has been based on a typical
amount of bidder questions, and on the issuance of one formal addendum.
Design Phase Engineering Services - Amendment
The engineering services for the Design Phase of the Area D project were authorized by the City
Council on July 12, 2010. At that time the estimated cost of the Design Phase engineering
services was $234,000, which was the amount authorized by the Council.
Through January 29, 2011 the actual cost of the Design Phase engineering is $231,362.46. This
is approximately $2,640 below the authorized amount of $234,000.
Considering the work remaining in the Design Phase, which includes among other things final
edits of the construction documents, print production of the documents for use in bidding, and
final activities for obtaining the Rice Creek Watershed District Permit, NPDES Stormwater Permit,
and approvals from the Minnesota Department of Transportation for State Aid, it is certain the
final cost of the Design Phase engineering services will exceed $234,000.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 22, 2011
Area D – Bidding Phase Services Page 5
The primary reason for the cost overrun in the Design Phase engineering services is an expanded
scope of work within the project tasks. While no new separate tasks were added to the work
scope for the Design Phase engineering services, the actual amount of work performed under
certain tasks included in the original Council authorization exceeded the initial estimates.
As stated in the Design Phase letter agreement dated July 8, 2010 certain tasks were more
subject to variations. Notable among these was the task for “Non-Standard Street Issues”.
During the Design Phase of the Area D project, the number of non-standard issues identified for
investigation and review significantly exceeded the initial estimates of City Staff. Those issues
included the reconfiguration of Pinewood Court, the sidewalk and associated improvements along
County Road H2, parking along Jackson Drive and Groberg Street, and parking adjacent to
Lambert Park. In addition to a larger number of issues, some of the issues required multiple
iterations of review and options before a resolution was achieved. The corresponding amount of
engineering time spent to assist the City in the review of these issues and development of
options exceeded the budget included in the Design Phase for the non-standard issues.
The non-standard issues also resulted in the addition of improvements to the Area D project. An
example is the sidewalk and associated improvements identified along County Road H2. Those
improvements were not anticipated in the original scope of work for Area D, yet their addition to
the project required detailed engineering design services to include them in the construction
documents. Furthermore, since County Road H2 is a State Aid roadway, the design was done to
the necessary standards to allow the City to request State Aid funding for the improvements.
Another example of additional improvements are storm water improvements in Lambert Park.
The Lambert Park Storm Water Study, authorized as part of the Design Phase for Area D,
identified options for potential improvements to Lambert Park. The City chose to include one of
the options in the construction documents for the Area D project. That decision makes sense,
since the improvements can be most efficiently and cost effectively done as part of the larger
construction project for Area D. However, the addition of those improvements also required
detailed design engineering services not anticipated in the original scope of work for Area D.
It is estimated the final Design Phase engineering services will exceed the authorized amount of
$234,000 by less than $10,000. Therefore, in light of the information presented above, it is
respectfully requested an amendment in the amount of $9,000 be made to the agreement for the
Design Phase engineering services. This represents an increase of 3.85% to the Design Phase
engineering services.
Perspective on the requested amendment to the Design Phase engineering services is offered by
the following information:
x The additional improvements added to the construction contract for the Area D
project have increased the estimated construction cost by approximately 7.5%.
Therefore, the relative increase of 3.85% in the Design Phase engineering
services is less than the relative increase in the estimated construction cost.
x The preliminary survey for Area D was done in fall 2009 after being authorized
by the City Council on September 28, 2009. The final actual cost of that work
was approximately $15,000 less than the estimated cost. Therefore, even with
the addition of a $9,000 amendment to the Design Phase, the total actual cost of
the engineering services for the combined preliminary survey and Design Phase
will still be approximately $6,000 under the combined original estimated cost.
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 22, 2011
Area D – Bidding Phase Services Page 6
Area D – Street & Utility Improvement Project
Design Phase Engineering Services
Proposed Amendment
$9,000
Compensation Structure
A direct hourly compensation structure is being used for all engineering services on the Area D
Street and Utility Improvement Project. This was established with the letter agreement for the
Design Phase, approved by the City Council on July 12, 2010. It is proposed the compensation
structure for the Design Phase be continued in the Bidding Phase.
Until the new Master Service Agreement between the City and Bonestroo is in place, it is
necessary to amend the existing Professional Services Agreement in order to use the hourly
compensation structure. It is suggested that as part of this letter agreement, Appendix D of the
existing Professional Services Agreement be suspended, and be replaced with the following
language for the Area D Street and Utility Improvement Project:
“The City shall pay the Engineer for services under the Bidding Phase of the
project on an hourly basis in accordance with the Billing Rate Schedule shown in
Exhibit B attached to this letter.”
Exhibit B included with this letter shows the proposed Rate Schedule for the project. It is broken
down by classification of the personnel. Within each classification is a range, to allow for
differentiation of experience level within a classification category. Included with the Rate
Schedule is a listing of the specific rates for several individuals who regularly provide service to
the City, as well as others who may be anticipated to work on the project in Area D. It should be
noted the rates for the Bidding Phase are exactly the same as for the Design Phase.
Schedule – Overview
A preliminary schedule for the Area D Street and Utility Improvement Project was prepared in
July 2010 at the time City Council authorization was given to proceed with the Design Phase.
The schedule is shown on Figure 2 included with this letter. The milestones listed in the Design
Phase were met; therefore the schedule is still correct for the Bidding Phase, assuming the City
Council approves the construction plans at their meeting of February 28, 2011.
The project is still on schedule for construction starting in May 2011 which should readily
accommodate complete construction in 2011.
A more detailed schedule of specific project activities will be provided with the separate letter
transmitting the construction plans to the City for approval.
Summary
Hopefully this provides a sufficient summary of the estimated engineering activities and costs
associated with the Bidding Phase of the Street and Utility Improvement Project for Area D, as
well as for the proposed amendment to the Design Phase. If so, it is respectfully requested this
information be presented to the City Council at their next meeting for consideration of approving
Mr. Nick DeBar File No. 435-09139-0
City of Mounds View February 22, 2011
Area D – Bidding Phase Services Page 7
the amendment to the Design Phase and authorization to proceed with the Bidding Phase. We
will be present at the meeting to assist in discussion as necessary.
If this letter agreement is approved by the City Council, have the appropriate individuals sign two
copies of this letter, keep one for your file and return one copy to my attention at our office.
We appreciate this opportunity to further our relationship with Mounds View through continued
services for the next phase of the Street and Utility Improvement Project in Area D. We look
forward to working with City Council, Staff, and residents, and are excited to help the City
develop a successful project!
Please do not hesitate to contact me at (651) 604-4803 if you have questions regarding the
information presented here or if you wish to discuss this issue further in advance of the meeting.
Respectfully Submitted,
BONESTROO
Joseph R. Rhein, P.E
Attachments: Figure 1 – Street and Utility Improvement Program Map
Figure 2 – Estimated Project Schedule
Exhibit A – Estimated Engineering Services Summary – Updated
Exhibit B – Rate Schedule – Bidding Phase
In witness whereof, the parties hereto have made and executed this Agreement as of the day
and year indicated below.
BONESTROO, INC.
By
____________________________________
(Printed Name)
Title _______________________________
Date
CITY OF MOUNDS VIEW, MN
By
Joe Flaherty, Mayor
Date
By
James Ericson, Administrator
Date
FIGURE 2
ITEM
Preliminary Survey
Authorize Design Phase
Identify Non-Standard Items with
Streets & Utilities Committee
Neighborhood Meeting
Preliminary List of Infiltration Features
Stormwater Informational Meeting
SIP Appeals due
SIP Appeals Considered by
Streets and Utilities Committee
SIP Appeals Considered by City Council
Rice Creek Watershed District (RCWD)
Permit Application Assembly
RCWD Permit Application Submitted
RCWD Board Meeting
Permit Receives Conditional Approval
Approve Plans & Specifications
Permits from other Agencies
Open Bids
Award Construction Contract
Neighborhood Preconstruction Meeting
Construction Begins
Construction Complete
completed items shown in strikethrough
Bonestroo File No. 435-09139-0
Prepared by Bonestroo
Updated 2/22/2011
PHASE
7/8/2010
November 15, 2010
City of Mounds View
Area D Street & Utility Improvement Project
Figure
January 14, 2011
DATE
DESIGNFall 2009
July 12, 2010
August 16, 2010
September 20, 2010
September 20, 2010
October 18, 2010
November 5, 2010
November 22, 2010
Nov. 23 - Jan. 14, 2010
February 23, 2011
BIDDINGFebruary 28, 2011
Feb - Mar 2011
March 31, 2011
CONSTRUCTIONApril 11, 2011
May 3, 2011
Mid-Late May 2011
November 2011
EXHIBIT A
Summary of Estimated Engineering Fee by Phases1
Phase Estimated Fee
Design2 243,000$
Tasks within Design Phase:
1 Project Management / Administration
2 Meetings
3 Base Drawing
4 Field Reconnaissance
5 Non-Standard Street Issues
6 Stormwater Management
7 Permitting & Agency Coordination
8 Construction Drawings
9 Project Manual
10 Other
Direct Project Expenses
Bidding 7,000$
Tasks within Bidding Phase:
1 Project Management / Administration
2 Meetings / Bid Opening
3 Contractor Questions
4 Addenda
5 Other
Direct Project Expenses
Construction3,4 249,000$
Tasks within Construction Phase:
1 Project Management / Administration
2 Meetings
3 Construction Surveying
4 Construction Observation & Documentation
5 Construction Engineering
6 Record Drawings
7 Other
Direct Project Expenses
Total Estimated Engineering Fee - Remainig Work 499,000$
Notes:1Does not include previous work completed for Area D (i.e. preliminary survey)
2Includes Design Phase amendment of $9,000
3Amount shown for Construction Phase includes complete construction surveying services
4Construction Phase amount will be reviewed and updated prior to award of a construciton contract
Updated 2/22/11
City of Mounds View
Area D Street & Utility Improvement Project
Estimated Engineering Services Summary
Bonestroo File No. 435-09139-0
Prepared by Bonestroo
7/8/2010
EXHIBIT B
REIMBURSABLE EXPENSES
Mileage
Standard Vehicle (per mile)1 0.51$
Survey Vehicle (per mile)0.65$
1Rates subject to change based upon change in federal rate
Printing & Plotting
Black & White Copies (per sheet)8-1/2"x11"0.08$
11"x17"0.14$
Color Copies (per sheet)8-1/2"x11"0.50$
11"x17"1.00$
Black & White Plots (per square foot)bond paper 0.20$
Color Plots (per square foot)bond paper 4.00$
hi-gloss paper 6.00$
Laminating (per sheet)8-1/2"x11"1.00$
11"x17"2.00$
Book Binding (per book)2.00$
Plan Set Binding (per set)11"x17"0.50$
22"x34"w/ backer 2.75$
Other expenses (telephone, postage, delivery, etc)
Per Paragraph 3.4 of the existing Professional Services Agreement
B-3
Item No: 7E
Meeting Date: February 28, 2011
Type of Business: Council Business
Administrator Review: ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Nick DeBar, Public Works Director
Item Title/Subject: Resolution 7747, Approving Plans and Specifications and
Authorizing Advertisement for Bids for the 2011 Street and Utility
Improvement Project - Area D
Background:
A Streets and Utilities Improvement Program was created in response to petitioned opposition
to the 2007-2008 Street and Utility Improvement Project. Details of the Program were largely
developed by a Task Force group during 2007, with much input by residents, City Staff, and
consultants, and ultimately adopted by the City Council on October 22, 2007 (Res. 7176). The
adopted Program includes design standards, a financing plan, a prioritization/implementation
(staging) plan, and a communication plan for implementing reconstruction of approximately 26
miles of City-owned streets and associated utilities over a 9-year period (2009-2018), with an
estimated program cost of $28 million.
Other aspects relating to the Program were subsequently adopted, including the following:
• Streets and Utilities Committee: Adopted on February 11, 2008 (Res. 7223) to make
recommendations to the City Council on issues relating to the Program or specific projects in
areas of the Program.
• Stormwater Infiltration Program (SIP): Adopted on August 11, 2008 (Res. 7319) creating
components of the Program to install infiltration features to meet stormwater regulations. An
appeals process and parameters for the SIP was established on August 25, 2008 (Res.
7328).
• Non-Conforming Driveways: A policy was adopted on September 22, 2008 (Res. 7338) to
address non-conforming driveways in the Program areas.
• Private Improvement Program (PIP): Adopted on February 23, 2009 (Res. 7415) to allow
property owners adjacent to street projects the opportunity to perform private property
improvements in conjunction with the street project.
The first project in the Program (Area A) was substantially constructed during 2009. Five miles
of street and utility reconstruction was successfully performed in Area A. In addition, the
successful bidder was approximately $600,000 lower than anticipated by the engineer’s
estimate. Furthermore, actual construction costs are tracking close to $340,000 under the
construction contract amount, or approximately $940,000 below the engineer’s estimate.
Construction for Areas B and C (B/C) was substantially completed 2010 and, like Area A, the
successful bidder was approximately $440,000 below that of the engineer’s estimate and actual
construction costs are currently tracking $220,000 under the construction contract amount or
$660,000 below that of the engineer’s estimate. Therefore, combined actual construction costs
for Areas A thru C are roughly $1.6M below that of the engineer’s estimate at bid time.
Area D of the Program includes St. Stephen, Pinewood Court, Jackson Drive, Adams Street,
Groberg Street, Lambert Drive, Erickson Road, Clifton Drive, Raymond Avenue, and Belle Lane.
These roads are generally located between County Road H2 and I and are on track for a 2011
construction schedule. A map of Area D is attached for reference.
Resolution 7747, Approving Plans & Specs./Authorizing Advertisement for Bids for 2011 SUIP-Area D
February 28, 2011
Page 2
The City Council has taken the following steps, thus far, specifically for the 2011 Street and
Utility Improvement Project – Area D:
• Preliminary Survey-Area D: Approved September 28, 2009 (Res. 7504);
• Authorized Design Phase/Plans & Specs: Adopted July 12, 2010 (Res. 7643);
• Authorized Geotechnical/Environmental Evaluations: Adopted Sept. 13, 2010 (Res. 7673);
• Pinewood Court Design Configuration: Adopted Sept. 27, 2010 (Res. 7675);
• Jackson Drive Design Configuration: Adopted Oct. 25, 2010 (Res. 7693);
• Concrete Sidewalk on County Road H2: Adopted Oct. 25, 2010 (Res. 7694);
• Denied SIP Appeals/Approved Inf. Basin Locations: Adopted Nov. 18, 2010 (Res. 7702).
In addition to the above, various neighborhood meetings were held to get input from residents
regarding non-standard street designs, both as stand-alone meetings and as part of the Street
and Utility Committee meetings. One remaining item to finalize is the pavement marking
configuration for the bump-out parking at Lambert Park. This will need to be determined by mid-
summer.
Discussion:
Detailed discussion regarding costs, infiltration feature locations, permits, State Aid approval,
and project schedule is included in the attached letter from Bonestroo, the City’s engineering
consultant. Also attached is a detailed construction cost estimate, maps showing proposed
locations for infiltration features, and select sheets from the construction drawings. The City
Council is advised to review the information contained in these documents for project
discussion.
Bonestroo has provided the City with a fee estimate of $7,000 (hourly plus reimbursable
expenses) to perform engineering services associated with the Bid Phase of the Project. A
letter agreement containing a detailed work scope and explanation of these services is attached
to this report. Also included in the letter agreement is a proposed amendment to increase the
maximum fee estimate for the Design Phase $9,000 from $234,000 to $243,000. This increase
is being requested primarily due to an increase in the scope of work that the fee was originally
based on. Again, the letter contains a detailed explanation of this scope creep and Mr. Rhein
plans to attend the February 28th meeting to answer any questions.
Recommendation:
Staff recommends that the City Council adopt Resolution 7747 that will approve the plans and
specifications and authorize the advertisement for bids for the 2011 Street and Utility
Improvement Project - Area D. If adopted, a bid date of March 31, 2011 will be established to
open bids. The resolution will also authorize Bonestroo to provide engineering services
associated with the Bid Phase of the project for an estimated maximum amount of $7,000, as
well as a $9,000 adjustment in maximum amount associated with the Design Phase. A future
resolution will be required to award the construction contract to the successful bidder after
evaluating the bids received.
Respectfully submitted,
Nick DeBar - Public Works Director
Attachments:
Resolution 7747
Map of Area D
Bonestroo Letter Re: Draft Construction Plans (dated Feb. 23, 2011)
Bonestroo Letter Re: Agreement for Engineering Services (dated Feb. 22, 2011)
Item No: 7F
Meeting Date: February 28, 2011
Type of Business: Council Business
Administrator Review : ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Thomas Kinney, Chief of Police
Item Title/Subject: Resolution 7750 Approving the Hiring of Nathan Garland as
a Police Officer
Background:
Two vacancies have occurred within the Police Department due to the resignation of
previous Police Chief Mike Sommer on October 30, 2009 and Sergeant Mike Kampa on
July 30, 2010. The City Council discussed these vacancies and approved the process to
initiate the hiring of an officer with Resolution 7634 on June 28, 2010.
Discussion:
On February 23, 2011, the Police Civil Service Commission certified an active eligibility list
for the position of Police Officer based on previously conducted testing components, which
included written testing and interviews. The top three candidates on the list are as follows:
1. Nathan Garland
2. Andrew Olson
3. Kevin Lukens
The top candidate, Nathan Garland, has successfully completed all of the required testing
procedures, which included an oral board examination, physical agility test, written exam,
background examination, physical examination and a psychological examination. Staff has
personally met with and interviewed Mr. Garland and feels he would be an excellent
addition to the department.
Recommendation:
Staff recommends City Council approval of Resolution 7750, a resolution authorizing the
hire of Nathan Garland to the position of Police Officer at Step 1 ($20.70/hr) of the
compensation schedule in accordance with the Law Enforcement Labor Services Contract,
which governs the compensation for this position effective on March 2, 2011.
Respectfully Submitted,
__________________
Thomas Kinney
Chief of Police
RESOLUTION NO. 7750
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
APPROVING THE HIRING OF NATHAN GARLAND TO THE
POSITION OF POLICE OFFICER
WHEREAS, the City Council has approved the hiring of a Police Officer for a current
vacancy in the Police Department, and the Police Civil Service Commission has approved
the procedures for establishing an eligibility register to fill this vacancy, and;
WHEREAS, the approved hiring procedures consist of a competitive written
examination, resume scoring, oral interviews, background investigations, physical
examination, psychological examination, and physical agility testing, and;
WHEREAS, the Civil Service Commission has certified the eligibility list for the
opening, and Nathan Garland is the top candidate standing on the eligibility register, and
his background investigation, physical, psychological, and physical agility testing have all
been successfully completed, and;
WHEREAS, staff of the Police Department has met with Mr. Garland, and the Chief
of Police recommends he be appointed to the position of Police Officer.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Mounds
View, Ramsey County, Minnesota does hereby appoint Nathan Garland to the position of
Police Officer effective March 2, 2011 at the step one rate of pay ($20.70/hr) as indicated
in the Law Enforcement Labor Services contract for the position.
Adopted this 28th day of February 2011.
____________________________________
Joe Flaherty, Mayor
ATTEST: ____________________________________
Jim Ericson, City Administrator
(seal)
Item No: 8A
Meeting Date: February 28, 2011
Type of Business: Consent Agenda
Administrator Review: ____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Nick DeBar, Public Works Director
Item Title/Subject: Resolution 7748, Approving Parking Restrictions on Jackson
Drive Between County Road H2 and County Road I
Background
Jackson Drive between County Road H2 and County Road I is a Municipal State Aid
(MSA) roadway and is included in Area D of the Street and Utility Improvement Program.
Jackson Drive’s MSA status requires that its design configuration be evaluated on a case-
by-case basis during the design phase of the Program. This was done last year and on
October 25, 2010 the City Council adopted Resolution 7693 that approved a design
configuration of 32-feet wide with on-street parallel parking on one side of the street only.
To be eligible for State Aid, MSA roads must meet these more conservative design
standards. The approved design had the parking bay on the east side between County
Road H2 and Bronson Drive, then on the west side between Bronson Drive and County
Road I. This allowed the parking to be adjacent to Lambert Park south of Bronson and
adjacent to the apartment building complexes north of Bronson.
Discussion
With the more strict design standards, the State Aid office also requires a resolution be
adopted by the City Council for Jackson Drive parking restrictions. Signing the side of the
street that does not have the parking bay with “No Parking” signs is also required as part
of these standards that make the roadway eligible for State Aid funding. While the
approved roadway design configuration for this section of Jackson Drive will discourage
this on-street parking, this resolution is more of a formality of what has already been
approved.
Recommendation:
Staff recommends that the City Council consider adopting Resolution 7748 approving
parking restrictions on Jackson Drive between County Road H2 and County Road I.
Doing so will allow the City to receive State Aid funding for reconstruction of this roadway
segment.
Respectfully submitted,
Nick DeBar - Public Works Director
Attachments:
Resolution 7748
RESOLUTION 7748
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
APPROVING PARKING RESTRICTIONS ON JACKSON DRIVE BETWEEN
COUNTY ROAD H2 AND COUNTY ROAD I
WHEREAS, the City Council adopted Resolution 7176 on October 22, 2007
establishing the Street and Utility Improvement Program (Program), which includes nine
Street and Utility Improvement Projects identified as Areas A through I; and
WHEREAS, Jackson Drive is a non-standard street in Area D of the Program due
to it’s Municipal State Aid status; and
WHEREAS, City staff and the Street and Utilities Committee recommended that
Jackson Drive between County Road H2 and Groberg Street be reconstructed to 32-feet
wide, and provide parallel parking on the east side south of Bronson Drive and on the
west side north of Bronson Drive, which the City Council approved by adopting Resolution
7693 on October 25, 2010; and
WHEREAS, to be eligible for State Aid funding, Jackson Drive must be signed with
“No Parking” or equivalent traffic signs on the sides of the road that do not include the
eight-foot parallel parking bays.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Mounds
View, Ramsey County, Minnesota as follows:
1. Jackson Drive will be signed with “No Parking” or equivalent traffic signs on the west
side (southbound traffic) between County Road H2 and Bronson Drive.
2. Jackson Drive will be signed with “No Parking” or equivalent traffic signs on the east
side (northbound traffic) between Bronson Drive and County Road H2.
Adopted this 28th day of February, 2011.
____________________________________
Joe Flaherty, Mayor
ATTEST:
____________________________________
James Ericson, City Administrator
(SEAL)
Don Peterson
Item No: 8B
Meeting Date: February 28, 2011
Type of Business: Consent Agenda
Administrator Review: _____
City of Mounds View Staff Report
To: Honorable Mayor and City Council
From: Don Peterson, Public Works Supervisor
Item Title/Subject: Resolution 7749, Approving the Purchase of Supplies for
Grouped Maiboxes for the 2011 Street and Utility
Improvement Project – Area D
Introduction:
As part of the street and utility improvement project, the City will need to purchase mailboxes
and the lumber for Staff to construct the mailbox posts. (The contractor will install the posts
and mailboxes.)
The following is in the City Code, Chapter 202, Public Improvements:
j. In projects involving new street construction, and mill and overlays, mailboxes will be
grouped on gang posts in numbers logical to the spacing required. This practice will
insure the proper placement of the mailboxes, reduce potential roadside hazards, and
generally clean up the edge of the street. The cost of the new posts and installation will
be added to the project. Residents of overlays and mill and overlays may request the
new posts and installation, which will be added to the cost of the project. (Ord. 654, 2-
14-00)
Discussion:
Staff received quotes for (70) 6x6x8 and (40) 6x6x10 rough cedar posts, (12) 1x8x10ft green
treated lumber and (72) mailboxes from four (4) vendors and they are as follows:
Spring Lake Park Lumber $5,436.28
Scherer Bros. Lumber $5,677.87
Lowe’s of Blaine $5,903.02
Menards No bid received
Beisswenger’s No bid received
Recommendation:
Staff recommends the purchase of the necessary lumber to construct mailbox posts including
the purchase of mailboxes for the 2011 Street and Utility Improvement Project – Area D from
Spring Lake Park Lumber Company in the amount of $5,436.28. A 10% approximate
contingency ($563.72) is recommended to allow for the flexibility that exists with mailbox
locations and other miscellaneous related materials that may be needed. The total budget
amount will not exceed $6,000. Funding for the supplies will be from TIF#1 (410-4650-7050).
Respectfully submitted,
________________________
Don Peterson, Public Works Supervisor
RESOLUTION NO. 7749
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
APPROVING THE PURCHASE OF SUPPLIES FOR GROUPED MAIBOXES FOR
THE 2011 STREET AND UTILITY IMPROVEMENT PROJECT – AREA D
WHEREAS, the Mounds View City Council approved plans/specs and authorized
advertisement for the 2011 Street and Utility Improvement Project – Area D on February
28, 2011, and;
WHEREAS, grouped mailboxes are installed as part of a street improvement
project, and supplied and fabricated by Public Works staff, and;
WHEREAS, Staff has received 3 quotes for lumber to construct the mailbox
posts, and;
WHEREAS, Spring Lake Park Lumber quoted an amount of $5,436.28, and;
NOW, THEREFORE BE IT RESOLVED that the Mounds View City Council does
hereby approve the purchase of mailboxes and the lumber to construct the necessary
mailbox posts from Spring Lake Park Lumber for $5,436.28 to be funded from account
number 410-4650-7050 with a maximum budget amount for all supplies not to exceed
$6,000.
Adopted this 28th day of February, 2011
________________________________
Joe Flaherty, Mayor
ATTEST:
_________________________________
James Ericson, City Administrator
(SEAL)
382464 SJR MU125-11
Kennedy 470 US Bank Plaza
200 South Sixth Street
Minneapolis MN 55402
&
Graven (612) 337-9300 telephone
(612) 337-9310 fax
http://www.kennedy-graven.com
C H A R T E R E D
SCOTT J. RIGGS
Attorney at Law
Direct Dial (612) 337-9260
Email: sriggs@kennedy-graven.com
MEMORANDUM
Date: February 24, 2011
To: Jim Ericson, City Administrator
From: Scott J. Riggs, City Attorney
Re: Mounds View Project Status Report
MU125-11: Administration. General discussions with staff regarding various City matters.
Work on following up on responding to questions asked by staff at the data
practices training. Review statutes regarding donations to the City. Consult with
City staff regarding same. Review and provide comments to City staff regarding
Agreement between the County and the City for the SCORE funding recycling
grant. Respond to City staff query as to possible lobbying on behalf of the City in
2010. Legal research regarding license report to the Department of Revenue.
Legal research regarding data practices/electronic data retrieval charges. Matters
are presently pending.
MU125-14: Public Works Matters. Telephone conferences with City staff and LMCIT
regarding frozen water pipe issue. Legal research regarding abatement of a
public/private nuisance (apartment building parking lot). Consult with City staff
regarding same. Review Vacant Building Registration ordinance. Matters are
presently pending.
MU210-35: Community Center. Review query regarding lease negotiations. Consult with
City staff. Matter is presently pending.
MU210-106: General Labor Matters. Review and consult with City staff regarding mediation
of labor contract, labor negotiations, etc. Matter is presently pending.
382464 SJR MU125-11
MU210-107: Telecommunications Matters. Review cable franchise renewal documents.
Consult with City staff. Matter is presently pending.
MU210-111: Personnel Matters. Work on personnel policy issues. Begin preparation for
sexual harassment training. Matter is presently pending.
MU210-179: 2009-2010 Street Improvement Project. Begin research on special assessment
process and parking/right of way issue near multifamily housing. Consult with
City staff. Consult with City staff regarding license agreement for parking in road
improvements – Area D. Review agreement. Draft Limited Use Agreement for
Mounds View Estates. Matter is presently pending.
MU210-180: Sommers v. City. The City’s motion for reconsideration of the Judge’s Order of
December 13, 2010, is currently pending. Review recent communiqué from
League attorney regarding negotiations between the parties. Matter is presently
pending.
MU210-192: Senior Housing Revenue Bonds, Series 2010 (Select Senior Living). Temporary
bonds have been issued which are expected to be refunded with permanent bonds
in 2011 when the market improves. Matter is presently pending.
MU210-194: GMHC Matters. Draft note and mortgage templates for EDA home improvement
loan program. Matter is presently pending.
SJR:jms